Employee Personnel File Contents

These are the items that belong in an employee personnel file

The employee personnel file is the main employee file that contains the history of the employment relationship from employment application through an exit interview and employment termination documentation. Only Human Resources staff and the employee’s immediate supervisor and manager may have access to the information in the employee personnel file, and it never leaves the Human Resources office.

The employee personnel file is generally stored in a locked, fire-proof file cabinet in a locked location that is accessible to Human Resources staff. The confidentiality of the employee information in the personnel file is of paramount importance.

Of all the company-kept employee files, the employee personnel file is most frequently accessed day-to-day for information by the employer, supervisor, or Human Resources staff.

Considerations About Employee Personnel File Content

The fundamental principles and questions to consider when filing any document in an employee personnel file are these.

Will the employer need a particular document to justify decisions if the employer was sued? Would the employer need the document in a court of law?

Does the employee know and understand that the document will be filed in his or her personnel file? In most cases, employers ought to have the employee sign the document, not to signify agreement with the contents of the document, but to acknowledge that they are aware of and have read the document.

No surprises, opinions, or personal notes about the employee should ever be placed in an employee personnel file. Just the facts, no speculative thoughts, belong in an employee personnel file.

Contents of an Employee Personnel File

Following are recommendations about the documentation that an employer should keep in an employee personnel file.

Signed employee handbook acknowledgment form showing receipt of the employee handbook

Checklist from new employee orientation showing topics covered and by whom

Any relocation agreements and documentation

Any contract, written agreement, receipt, or acknowledgment between the employee and the employer (such as a noncompete agreement, an employment contract, or an agreement relating to a company-provided car)

Life of employment official forms including requests for transfer, promotion, internal job applications, and so forth

Any other documentation related to employment

Employee Performance Development, Development Plans, and Improvement

Copies of any performance appraisal used or employee development plans

Employee self-assessments

Records from any formal counseling sessions

Notes on attendance or tardiness

Performance improvement plan documentation

Disciplinary action reports

Employee recognition presented such as certificates, recognition letters, and so forth